01 1. Introduction
This Privacy Policy explains how DOVU ("we", "us", or "our") collects, uses, and protects your personal information when you use www.dovu.ai and our Services.
Our Services include Flow, our workflow documentation and audit system that captures execution as evidence including intent, actions, sign-offs, and tamper-evident history across your business processes, as well as other AI-powered tools, sustainability solutions, supply chain solutions, and products featured on our website.
This Privacy Policy should be read together with our Terms of Use, which govern your use of our Services. By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.
DOVU is the data controller for the personal information we process.
02 2. Information We Collect
Information You Provide Directly
When you register for an account or use our Services, you may provide information such as your name, email address, company name and billing details. We do not process or store any credit or debit card information. When using Flow and other DOVU products, you submit, upload, or create content including workflow data, process documentation, audit trails, sign-offs, business information, and other data related to your business processes. This content remains yours, but we process it to provide the Services to you.
Information We Collect Automatically
We automatically collect technical information including your IP address, browser type and version, device type, operating system, pages you visit on our website, time and date of your visit, time spent on pages, and usage patterns. We use cookies and similar tracking technologies to collect this information. You can control cookies through your browser settings, though some features of our Services may not function properly if you disable cookies.
Information from Third Parties
If you integrate third-party services with our Services (such as authentication providers, payment processors, or data sources), we may receive information from those services in accordance with their privacy policies and your privacy settings with them.
03 3. How We Use Your Information
We use your information to:
• Provide, operate, maintain, and improve our Services including Flow and other products
• Process your workflow data and generate audit trails, evidence documentation, and tamper-evident history
• Deliver AI-powered features including workflow automation, process optimisation, and data analysis
• Manage your account, authenticate access, and provide customer support
• Process payments and prevent fraud
• Communicate with you about your account, Services, updates, and security alerts
• Send marketing communications about new features or products (with your consent, which you can withdraw at any time)
• Analyse usage patterns using aggregated and anonymised data to improve our Services
• Ensure security, prevent abuse, and detect fraudulent activity
• Enforce our Terms of Use and comply with legal obligations
04 4. AI, Machine Learning, and Your Data
Some of our Services may utilise artificial intelligence and machine learning technologies to provide functionality including workflow automation, process optimisation, evidence generation, data analysis, and other AI-powered features. We are committed to responsible and transparent AI practices.
We Do Not Use Your Personal Data to Train AI Models
This is a firm commitment. Your personal data - including your name, email, account information, and any personally identifiable information - will never be used to train our AI models or any third-party AI models. Your personal information remains yours and will not be incorporated into machine learning systems or shared with AI model providers for training purposes.
AI Processing of Your Content
When you use AI-powered features in Flow and other Services, your inputs and content (such as workflow data, process documentation, and business information) may be processed by AI systems to generate outputs, provide recommendations, automate workflows, create audit trails, or deliver the requested functionality. This processing is performed solely to provide the Services to you. Your data is not retained for AI training purposes.
Aggregated and Anonymised Data
We may use aggregated, anonymised, and de-identified data that cannot be linked back to you or any individual to improve our AI capabilities, develop new features, and enhance our Services. This data does not constitute personal data under data protection law.
AI-Generated Content
You acknowledge that AI-generated outputs may contain errors, inaccuracies, or unexpected results. You remain responsible for reviewing and validating any AI-generated content, recommendations, or audit documentation before relying on them for business decisions or other purposes.
06 6. Data Security
We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:
• Encryption of data in transit and at rest using industry-standard protocols
• Access controls and authentication mechanisms to limit access to authorised personnel only
• Secure data storage with reputable cloud service providers
• Regular security assessments and vulnerability testing
• Employee training on data protection and security practices
• Incident response procedures to address potential security breaches
However, no method of transmission over the internet or electronic storage is completely secure. Whilst we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and for any activity under your account.
07 7. Data Retention
We retain your personal data only for as long as necessary to provide the Services to you, comply with legal obligations, resolve disputes, and enforce our agreements.
Account information and user-generated content (including workflow data, audit trails, and process documentation) are retained for the duration of your account and may be retained for a reasonable period after account closure for backup, legal, or legitimate business purposes. Usage data and logs are typically retained for limited periods necessary for security, analytics, and operational purposes. Payment and billing information is retained as required by tax and accounting regulations.
When data is no longer needed, we securely delete or anonymise it. You can request deletion of your data by contacting us, subject to any legal obligations that require us to retain certain information.
08 8. Your Rights
Under UK and EU data protection law (UK and EU GDPR and Data Protection Acts 2018), you have the following rights regarding your personal data:
Right of Access - request a copy of the personal data we hold about you
Right to Rectification - request correction of inaccurate or incomplete personal data
Right to Erasure - request deletion of your personal data in certain circumstances
Right to Restrict Processing - request that we limit how we use your personal data
Right to Data Portability - request a copy of your personal data in a structured, machine-readable format
Right to Object - object to our processing of your personal data, particularly for direct marketing
Right to Withdraw Consent - where we rely on your consent, you can withdraw it at any time
Right to Lodge a Complaint - lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk
To exercise any of these rights, contact us using the details below. We will respond within one month, though we may extend this for complex requests. We may need to verify your identity before processing your request.
09 9. International Data Transfers
DOVU operates globally and may transfer your personal data to countries outside the UK and European Economic Area (EEA) where our service providers or infrastructure are located. When we transfer your personal data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK ICO and European Commission, adequacy decisions, or other legally approved transfer mechanisms.
11 11. Children's Privacy
Our Services are not intended for users under the age of 18. We do not knowingly collect personal data from users under 18. If you are a parent or guardian and believe your child has provided us with personal data, please contact us and we will delete such information.
12 12. Third-Party Services
Our Services may contain links to or integrate with third-party websites, applications, or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. When you use third-party integrations with Flow or other Services, those third parties may collect and process your information according to their own privacy policies.
13 13. Legal Basis for Processing
Under UK data protection law, we process your personal data based on the following legal bases:
Contract Performance - to provide the Services you've requested and perform our contract with you (Terms of Use)
Legitimate Interests - for our legitimate business interests such as improving Services, preventing fraud, ensuring security, and conducting business operations, provided these interests are not overridden by your rights
Legal Obligation - to comply with legal or regulatory obligations
Consent - for marketing communications and certain data processing activities (you can withdraw consent at any time)
14 14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, Services, or legal requirements. We will post the updated Privacy Policy on this page with a new "Last Updated" date.
If we make material changes to how we process your personal data, we will notify you by email (if you have provided an email address) or by posting a prominent notice on our website prior to the changes taking effect. Your continued use of our Services after any changes constitutes your acceptance of the updated policy.
15 15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Email: support@dovu.earth
For data protection matters, you can also contact the Information Commissioner's Office:
Website: ico.org.uk
Telephone: 0303 123 1113